Do you know the best email template software?

When sending repetitive emails, consistency across the organization is crucial. Email templates can help achieve this by ensuring that all communications are uniform and professional. With many email template options on the market, it is important to choose one that is enterprise ready.

Outlook Email Templates

Simple to create and can be shared easily (e.g., via SharePoint). However, a new email is always generated from these templates, so they cannot be used for email replies or for calendars without manual copying and pasting.

Figure: Bad example - Outlook email templates are easy to share but have limitations with creation and calendar integration

My Templates

Simple to create but can't be shared with other users, have a 32KB limit, and are stored on the server in your mailbox.

Figure: Bad example - My Templates are limited in size and sharing capabilities, making them less useful for collaborative environments

Signatures

Simple to create but are stored locally, so they can't be shared with other devices or users. Signatures have a 5000 character limit.

Figure: Bad example - Signatures are easy to create but lack sharing capabilities and are limited by storage constraints

Quick Parts

Supports rich text but is stored locally and can't be shared.

Figure: Bad example - Quick Parts are useful for rich text but not suitable for sharing among users

Word Documents on SharePoint

Allows for rich text and can be shared with anyone, but requires switching to another window to use.

Figure: OK example - Word documents on SharePoint support rich text and easy sharing, although the process lacks efficiency

Dynamics 365 Email Templates

Offer rich text, can be shared with anyone, and provide access to contact data. However, they are complex to set up, fonts can be tricky, they don't work with meetings, and may involve many clicks to access.

Figure: OK example - Dynamics 365 Email Templates have robust features but are complex to manage and access

OfficeAtWork Content Chooser

Supports rich text and allows for easy sharing via SharePoint. Setup is straightforward—simply upload a Word document. However, templates must be updated manually.

Figure: Good example - OfficeAtWork Content Chooser offers ease of use and sharing, though it requires manual updates

Summary

Option	Pros	Cons
Outlook Email Templates	Simple to create, easily shared via SharePoint	Must create a new email, can't be used for meeting invites in calendars
My Templates	Simple to create	Can't be shared, 32KB limit, stored on the server
Signatures	Rich text, simple to create	Stored locally, can't be shared, size restricted
Quick Parts	Rich text	Stored locally, can't be shared
Word Documents on SharePoint	Rich text, easily shared	Need to switch between windows to use
Dynamics 365 Email Templates	Rich text, shared, access to contact data	Complex setup, font issues, doesn't work with meetings, template duplication
OfficeAtWork Content Chooser	Rich text, easily shared, simple setup	Templates must be manually updated